03 Mar Shipping to a Trade Show: Avoid These Common Mistakes
Common Mistakes to Avoid When Shipping to a Trade Show
Shipping your booth and materials to a trade show can be a logistical challenge, and many exhibitors make costly mistakes that lead to delays, damaged goods, or unexpected expenses. To ensure your trade show experience goes smoothly, avoid these common shipping pitfalls.
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Not Knowing Your Shipping Options
Exhibitors can often be led to believe that the only allowed carrier for a trade show is the official show carrier. While the official carrier will operate the advance warehouse and transport items from the advance warehouse to the event center, any carrier of your choosing can be used for shipping to the advance warehouse or directly to the show, if that is allowed. Also any carrier of your choosing can pick up the freight at the end of the show.
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Missing Shipping Deadlines
Every trade show has specific deadlines for advance warehousing and direct-to-show shipments. Missing these deadlines can result in steep penalties or even having your materials refused. Always check the exhibitor manual for key dates and build in a buffer to avoid delays. You can get these details from show coordinators like Freeman and GES, and make sure to share these details with your carrier.
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Selecting an Inexperienced Logistics Provider
Not all shipping companies specialize in trade show logistics. Choosing a provider without experience can lead to late deliveries, lost materials, or a lack of support when issues arise. Work with a trusted logistics provider who understands the nuances of trade show shipping and has experience delivering to convention centers.
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Improper Packaging
Trade show shipments are handled multiple times, making proper packaging essential. Many exhibitors fail to use sturdy crates, reinforced boxes, and adequate padding, leading to damaged displays and materials. Clearly label all packages with your company name, booth number, and event details to avoid mix-ups. Learn more about packing your display material here.
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Forgetting the Bill of Lading (BOL)
If you’re shipping via freight, forgetting or incorrectly filling out your Bill of Lading (BOL) can cause serious delays. This document acts as a receipt and includes crucial information like shipment contents, weight, and delivery instructions. Often this will be given to you from your carrier, so double-check this paperwork to ensure a smooth process.
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Underestimating Material Handling and Drayage Fees
A common budgeting mistake is failing to account for material handling (drayage) fees. These fees cover the cost of moving your shipment from the receiving dock to your booth and are usually based on weight. Many exhibitors are surprised by these charges, so be sure to factor them into your trade show budget.
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Neglecting to Include a Packing List and Setup Instructions
Some exhibitors arrive at their booth only to realize they’re missing key components or don’t know how to assemble their display. Always include a detailed packing list and setup instructions with your shipment to streamline the process and avoid delays.
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Failing to Plan for Return Shipping
Many exhibitors focus so much on getting their materials to the trade show that they forget about getting them back. Without a post-show shipping plan, you risk last-minute costs, delays, or misplaced materials. Have return labels, packing supplies, and carrier instructions ready in advance. Learn how to avoid forced freight here.
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Not Tracking Your Shipment
Shipping delays can happen, but many exhibitors make the mistake of not tracking their shipments in real time. Often items are sent to shows from different locations, so make sure you have all of your active shipments documented so you can monitor your shipment’s progress and address potential issues before they escalate.
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Lack of a Contingency Plan
Even with the best planning, things can go wrong. Many exhibitors fail to have a backup plan in case their shipment is delayed or lost. Bringing essential items as carry-ons if flying, having digital versions of key materials, or identifying local rental options can help prevent a disaster.
Final Thoughts
Avoiding these common mistakes can save you time, money, and stress when shipping to a trade show. By planning ahead, working with experienced logistics providers, and preparing for potential challenges, you can ensure a seamless trade show experience and focus on connecting with your audience on the show floor. Need shipping help? Contact Ark.